Protecting Homeowners’ Data: Managed IT Services and Cybersecurity for HOAs

Homeowners associations (HOAs) and community association management (CAM) firms have embraced digital platforms for accounting, board communication, and document storage. While these tools streamline operations, they also expose sensitive homeowner data—names, addresses, financial information, and voting records—to cyber risks. A 2025 industry survey found that 37 % of CAM executives either don’t know where their customer data is stored or lack secure storage altogether. Worse, cyberattacks on businesses increased 47 % in 2025. These numbers reveal a glaring security gap in an industry trusted to safeguard community information.

Why HOAs Are Attractive Targets

HOAs collect dues, manage reserves, and hold personally identifiable information (PII) for hundreds or thousands of residents. Criminals see this data as a valuable commodity. HOAs are particularly vulnerable because:

• High volumes of sensitive data – Member rosters, financial accounts, architectural records, and voting results are all stored electronically.
• Volunteer leadership – Boards often comprise volunteers who may not have IT expertise. Oversight of vendors and data storage practices is limited.
• Reliance on third‑party vendors – Property‑management firms, accounting software, payment processors, and website hosts all handle association data. Without proper vendor vetting, a weak link can compromise the entire community.
• Limited IT budgets – Many associations operate on tight budgets and assume their small size makes them immune to cyber threats.

Understanding The Cybersecurity Gap

CINC Systems’ 2025 State of the Industry report highlights several common pitfalls in CAM/HOA security :

• Inadequate multifactor authentication (MFA) – Many breaches occur because credentials are compromised and accounts lack MFA.
• Lack of regular security audits – Without routine assessments, vulnerabilities remain undetected.
• Insufficient employee training – Human error continues to be a leading cause of data breaches.

The report recommends three foundational steps :

1. Conduct a comprehensive audit – Map out where your data resides, who has access, and where vulnerabilities exist.
2. Implement fundamental security measures – Enable MFA, deploy antivirus and firewall technologies, and encrypt sensitive data.
3. Schedule regular security training – Teach staff and board members to recognize phishing schemes and proper data‑handling practices.
4. CINC Systems also emphasizes vendor security—HOAs should ensure that third‑party partners hold SOC2 Type II certification, demonstrating robust data protection practices.

Best Practices From HOA Law Experts

Legal professionals echo similar recommendations. Halk, Oetinger & Brown’s article “It’s Time to Implement Best Practices for HOA Cyber Security” outlines several steps for boards and property managers :

• Review all association data – Document where bank accounts, payroll records, online document storage, and email accounts are hosted. Identify administrators and access points such as smartphones or third‑party apps.
• Outsource IT services – Few associations can justify an in‑house IT department, but specialized firms can stress‑test systems, monitor third‑party vendors, and provide real‑time assistance.
• Draft a cybersecurity policy – A written policy defines risks, protection measures, and procedures for incident response. It also helps protect the board from negligence claims.
• Utilize best security protocols – Mandate strong passwords and regular updates, track which devices can access association systems, and ensure that software is patched.
• Consider legal obligations – HOAs must protect member data and comply with state and federal privacy laws, so boards should consult legal counsel.

Role of Managed IT Services and IT Consulting

Given these challenges, many associations choose to partner with managed IT providers like Senroc Technologies. A managed service brings:

• Comprehensive risk assessments – Specialists identify where data is stored, evaluate vendor security and recommend improvements.
• MFA, backup and encryption solutions – Providers implement secure email, file sharing and backups across Microsoft 365 and other platforms.
• Continuous monitoring – Managed detection and response tools watch for suspicious activity and alert you early.
• Compliance guidance – IT consultants ensure your policies meet legal requirements and help you prepare for audits.
• Budget‑friendly support – Outsourcing allows smaller associations to access enterprise‑grade security at predictable costs.

Microsoft 365 for HOAs: Email, Collaboration, and Security

Migrating to Microsoft 365 consolidates email, document storage (SharePoint), and collaboration (Teams) into one secure cloud environment. When configured correctly, it offers:

• Data residency controls – You know where data is stored and can apply retention policies.
• Built‑in compliance features – Tools like Data Loss Prevention and eDiscovery help meet legal obligations.
• Advanced phishing protection – Microsoft 365 Defender blocks malicious attachments and links before they reach users.
• Conditional Access and MFA – Access can be restricted based on device health, location, or user risk.

A managed IT partner can migrate your legacy email and files into Microsoft 365, configure security policies, and train board members and community managers.

Training Your Team and Residents

Technology is only as strong as the people using it. Associations should schedule periodic cybersecurity training for board members, staff, and volunteers. Topics include password hygiene, recognizing phishing attempts, secure document sharing, and privacy best practices. Consider offering brief educational sessions for residents during annual meetings so they understand how the association protects their information and why security protocols matter.

Ready To Protect Your Data?

If your HOA is ready to strengthen cybersecurity, streamline IT operations, and gain true peace of mind, contact Senroc Technologies today. Our Denver-based team specializes in Managed IT Services, Microsoft 365 support, cybersecurity solutions, and end-user training designed specifically for organizations like yours.

Contact Senroc Technologies today to protect your community’s data and keep your HOA running smoothly.

Call (303) 350-4055

Frequently asked questions

Do HOAs really need cybersecurity and privacy policies?

Yes. HOAs collect personal and financial information. Without clear policies, boards may inadvertently violate privacy laws or expose themselves to liability. A written policy defines how data is stored, who has access and what happens if there’s a breach. It also demonstrates to homeowners that the board takes data protection seriously.

What data is at risk for HOAs?

Associations manage names, addresses, bank account details, Social Security numbers for employees or vendors, voting records and sometimes even home access codes. If compromised, criminals could commit identity theft, steal funds or manipulate board elections. Protecting this data is essential.

How can managed IT services benefit an HOA?

Managed services provide continuous monitoring, secure cloud solutions, backup and recovery, and compliance support. They help boards implement MFA, encryption and other defenses without the expense of in‑house IT staff. They also train users and respond quickly to incidents.

Should HOAs use Microsoft 365?

Microsoft 365 is a powerful platform for email and document management. It offers enterprise‑grade security and compliance features that HOAs need. However, proper configuration and ongoing management are essential. Partnering with an IT consultant ensures the platform is set up correctly and that data is migrated securely.